Hi There!

Thanks for Downloading HubSpot’s Memo Templates!

How to Use Your Templates

Attached are four memo template outlines:

- Organizational Change Memo Template

- Financial Update Memo Template
- Problem-Solving Memo Template
- General Memo Template

Choose the template that best suits your needs, click the link of the
template (or scroll down) to access it, and read the instructions under
each section header. After, erase the italicized instructions and replace
them with the contents of your memo. Remember, you should add,
edit, and delete any sections that you see fit.

Once complete, run through the attached checklist before sharing your
memo. We recommend opening up a Microsoft Word doc or a new
Google Doc and moving your memo there to ensure only your memo
is sent to your intended recipients.

When you’re ready, delete these intro pages and get to work on your
memo.
Align your organization
with HubSpot’s Growth
Platform.

HubSpot helps millions of

organizations grow better with
marketing, sales, and customer
service software.

Get Started With HubSpot’s Growth Tools

(Keep scrolling to templates)

↓↓↓
 Organizational Change
Memo Template
An organizational change memo should be used to describe the rationale
behind, justification for, and expectations from a sizable structural change
in a team, department, or company.

When a change of this magnitude is explained with a memo, provide as

much detail as possible to reduce the number of questions and concerns
and secure the buy-in of employees.

↓↓↓
Memo: [Memo Title]
Date: [Date of sending]
Memo To: [Individual(s), Department(s), or Organization(s) the memo is being sent to]
From: [Your Name, or the Name of the Department on whose behalf the memo is being sent]
Subject: [Enter a brief, 5-10 word subject line to describe the purpose’s memo]

Introduction
Provide an executive summary of this memo in one-two paragraphs, highlighting the change
that is happening, when it is effective, and what the key takeaways are for the memo recipient.

Background
Explain the background for this organizational change in one-two paragraphs. Some questions
to answer in this section might be:

● Why was this idea pursued in the first place?

● What data, research, or background information informed this decision?
● What are the intended results of this organizational change?

Overview and Timeline

Describe the organizational change in clear, direct language. Specify the following:

● What will be changing.

● Who will be responsible for driving the change.
● When the changes will go into effect.

Closing
Close things out with a final note on:

● Why employees should feel excited and motivated about this change.
● Where and when employees should submit questions, comments, and/or concerns.
Checklist Before Sharing the Memo
❏ Is the memo less than two pages long?
❏ Is the rationale for the organizational change justifiable and understandable?
❏ Have any foreseen employee concerns been addressed in the memo?
❏ Did you communicate using direct and clear language?
❏ Is there a way for employees to submit their questions, comments, and/or concerns?
❏ Are stakeholder action items feasible and clearly communicated, and deadlines
apparent?
❏ Did you spell check and proofread?
 Financial Update Memo
Template
A financial update memo should inform stakeholders about the state of
financial affairs within the team, department, or organization.

It’s important to remind employees that the contents of these memos are
to remain confidential given the sensitivity and subject matter.
Additionally, if employees are required to take action based on the memo,
ensure your communication of those action items is clear and immediate.

↓↓↓
Memo: [Memo Title]
Date: [Date of sending]
Memo To: [Individual(s), Department(s), or Organization(s) the memo is being sent to]
From: [Your Name, or the Name of the Department on whose behalf the memo is being sent]
Subject: [Enter a brief, 5-10 word subject line to describe the purpose’s memo]

Introduction
Provide an executive summary of this memo in one-two paragraphs, highlighting the key
takeaways from this financial performance and any required action items, if any.

Background
Explain the purpose for this memo (quarterly finance update, emergency halt on spending,
increase in team budget, etc.).

Afterwards, provide recipients with the key findings from the financial reporting. For example, if
there are any changes to spending or budgeting protocols, provide the justification for this
change, or if this is purely a periodic update, share where the team exceeded or fell short of its
goal.

Pro Tip: For added context and insights, consider adding graphs, charts, and/or tables so
recipients can visualize the impact of the change or update being described.

Action Items and Timeline [Optional]

If this memo is more than just an informative update and requires follow-up work, explain:

● What has changed, and/or what will be changing in the future.

● Who will be responsible for driving the change and/or holding individuals accountable.
● When the changes will go into effect.

Closing
Close things out with a final note on:

● Any additional information needed to reinforce the contents of this memo.

● Where and when employees should submit questions, comments, and/or concerns.
Checklist Before Sharing the Memo
❏ Is the memo less than two pages long?
❏ Is it made abundantly clear that the contents of the memo are sensitive and private, and
must not be shared with anyone who was not directly sent the memo?
❏ Did you provide at least one graph, chart, or table to the memo?
❏ If any changes or action items are outlined in this memo, is the rationale for them
justifiable and understandable?
❏ Did you communicate using direct and clear language?
❏ Is there a way for employees to submit their questions, comments, and/or concerns?
❏ If there are any stakeholder action items, are they feasible and clearly communicated,
and are deadlines apparent?
❏ Did you spell check and proofread?
 Problem-Solving Memo
Template
A problem-solving memo should be used to provide a solution and
answers to one or more questions that have been posed to this memo’s
writer.

If a colleague or superior asked you to look into an issue and report back
with your findings, this is the ideal template to use when describing your
findings.

↓↓↓
Memo: [Memo Title]
Date: [Date of sending]
Memo To: [Individual(s), Department(s), or Organization(s) the memo is being sent to]
From: [Your Name, or the Name of the Department on whose behalf the memo is being sent]
Subject: [Enter a brief, 5-10 word subject line to describe the purpose’s memo]

Introduction
Provide an executive summary of this memo in one-two paragraphs, highlighting the problem
you were posed with solving, what your solution is, and why.

Background
Explain the problem you were tasked with solving. You may want to specify:

● How the problem came to your attention.

● A description of the problem.
● How the persistence of this problem would negatively affect your organization.

Problem Diagnosis [Optional]

If the reason for the problem was previously unknown (or uncertain), explain what the root of
the issue was and what was done to identify the cause of the problem.

Overview and Timeline

Describe the action items for countering the problem. Depending on the timeline of this
memo, this section could be written in the past tense to describe what was done to solve the
problem, or in the future tense to describe a proposed plan to solve the problem.

● What was changed (or what will be changing) as a result of your findings?
● Who was (or will be) responsible for driving the change?
● When did (or will) the changes go into effect?
● How did (or will) these changes solve the problem?

Closing
Close things out by explaining where and when employees should submit questions,
comments, and/or concerns.
Checklist Before Sharing the Memo
❏ Is the memo less than two pages long?
❏ Is the root or the problem’s existence understandable and diagnosed in layman’s terms?
❏ Did you communicate using direct and clear language?
❏ Is there a way for employees to submit their questions, comments, and/or concerns?
❏ If there are any stakeholder action items, are they feasible and clearly communicated,
and are deadlines apparent?
❏ Is it clear how the outlined changes and actions have solved (or will solve) the problem?
❏ Did you spell check and proofread?
 General Memo Template
This general memo template should be used to share information for a
subject not categorized in one of the previous templates.

↓↓↓
Memo: [Memo Title]
Date: [Date of sending]
Memo To: [Individual(s), Department(s), or Organization(s) the memo is being sent to]
From: [Your Name, or the Name of the Department on whose behalf the memo is being sent]
Subject: [Enter a brief, 5-10 word subject line to describe the purpose’s memo]

Purpose
Provide a one-two paragraph explanation of what you’re sharing with this memo’s recipient(s).
Remember to be as direct, clear, and actionable as possible.

Background
Explain the background for this memo in one-two paragraphs. What prompted you to write this
memo and share it with those you are sending it to?

Overview and Timeline

Outline the actions associated with this memo. This section can be a description of what others
did prior to the writing of this memo and/or a list of requested action items and due dates from
those reading this memo. Some facts worth covering could include:

● What has changed (or will be changing).

● Who was (or will be) responsible for driving the change.
● When the changes went (or will go) into effect.
● What it means for those reading this memo.

Closing
Close things out with a final note on:

● Why employees should feel excited and motivated about this change.
● A reiteration of this memo’s key takeaway(s).
● Where and when employees should submit questions, comments, and/or concerns.
Checklist Before Sharing the Memo
❏ Is the memo less than two pages long?
❏ Is the rationale for the memo clear, justifiable, and understandable?
❏ Did you communicate concisely using direct language?
❏ Is there a way for employees to submit their questions, comments, and/or concerns?
❏ Are stakeholder action items feasible and clearly communicated, with any deadlines
apparent?
❏ If appropriate, did you attach imagery, graphics, and/or charts pertaining to your
memo?
❏ Did you spell check and proofread?